Word Lesson 1 Microsoft Word 2010 Jumpstart

In this lesson, you will get a general introduction to Microsoft Word 2010. This lesson is intended to provide a quick introduction, so you can jump right in and get your feet wet. If you aren’t ready for a quick overview, feel free to skip this lesson and move to Lesson 2, “Getting Started with Microsoft Word 2010,” and then return to this lesson later.

• Creating a new blank document
• Copying and pasting text from one document to another
• Customizing the Quick Access Toolbar
• Inserting background color and margins

Starting up

You will work with several files from the Word01lessons folder in this lesson. Make sure that you have loaded the OfficeLessons folder onto your hard drive.

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  See Lesson 1 in Action! Use the accompanying video to gain a better understanding of how to use some of the features shown in this lesson. The video tutorial for this lesson can be found on the included DVD.

The project

In this lesson, you will create a document from scratch. Using the most popular features of Word 2010, you will compose a document that contains an article, a blank page, and a cover page.

1 Launch Microsoft Word 2010.

2 Choose File > Open. Navigate to the Word01lessons folder located in the OfficeLessons folder that you copied to your computer from the DVD that came with this book, then double click word0101_done to open the file.

A Word document opens to the first page in a document; the cover page. In this exercise, you will reproduce this document from a blank page. You can keep this file open as you work, or, after examining it, close the file by choosing File > Close.

The Word workspace is similar to other Microsoft Office applications, and the tools are conveniently located on the Ribbon, across the top of the window for whenever you need them.

The Ribbon is divided into tabs, and within each tab there are groups. The Ribbon replaces traditional menus that existed across the top of the screen and toolbars which were found in older versions of Microsoft Office. The primary tabs of Word 2010 are File, Home, Insert, Page Layout, References, Mailings, Review, View and Acrobat.

The Ribbon is context sensitive, meaning that its appearance changes depending on your current task. Some tabs appear only in certain contexts and change depending upon where your cursor is located or what item you have selected.

Creating a new document

You’ll start by creating a blank document and adding elements to it.

1 Choose File > New > Blank Document > Create.

2 Choose File > Save As. Even though you haven’t added anything to the document, saving a file right after you create it is good practice. It makes it easy to save modifications as you build the document, and helps Microsoft Word recover your file should your computer or software stop working correctly.

3 Navigate to your Word01lessons folder, then in the File name text field, type word0101. Click Save. The dialog box closes, and the blank document is on your screen.

You will now open another document that contains information you will copy into your blank document.

4 Choose File > Open.

5 Navigate to your Word01lessons folder, and then double-click word0102 to open this file.

6 In the word0102 file, click to place your cursor at the beginning of the document before the first paragraph. At the top of your screen, make certain that the Home tab is selected.

7 In the Editing group of the Ribbon, which is located to the far right of the screen by default, choose Select > Select All.

8 In the Clipboard group of the Ribbon, click Copy.

Now that you’ve copied the content, you can close the word0102 document by clicking the X in the upper-right corner of the document window.

9 Return to the original document, word0101, and click Paste.

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  You can press Alt+Tab to toggle between documents at any time.

10 Choose File > Save. It’s important to save your document often, and it is a good habit to develop in order to keep your documents safe.

Customizing the Quick Access Toolbar

The Quick Access Toolbar places many commands at your fingertips. It’s located in the top left of the Word workspace, and you’ll need to know a bit more about it before we move on with this lesson.

In this part of the lesson, you will learn how to use and customize the toolbar.

By default, the toolbar displays Undo, Repeat, and Save. You will add Open and Spellcheck to your customized toolbar.

1 Click the Customize Quick Access Toolbar icon () on the toolbar. You can locate the toolbar above the Ribbon tabs in the upper-left hand corner of the window.

2 On the Customize Quick Access Toolbar menu, select Open. When the menu closes, click the Customize Quick Access Toolbar icon again and select Spelling and Grammar.

Now you can simply click an icon to open a document or activate a spell check. For all lessons from now on, use the Quick Access Toolbar for opening, undoing, repeating, saving, and spell checking. If you want other options to be visible on the toolbar, use the same procedure to add new commands.

Applying Styles

You can use preset styles to instantly format your work. You can also create your own styles, which you’ll cover later in this book.

You will now apply styles to the text in the document using the Quick Style Gallery.

1 With the word0101 document still open, select the text Haunted Tours of San Francisco.

2 From the Quick Style Gallery on the Home tab, click the Heading 1 style.

3 Click and drag over the text Introduction to select it, and then click the Heading 2 style.

4 Click anywhere in the paragraph under Introduction, and then click the Normal style to apply the style to the paragraph.

Now you’ll select three headings and apply the Heading 2 style to them.

5 While holding the Ctrl key down, select The San Francisco Ghost Hunt, Haunted Haight Walking Tour, and San Francisco Chinatown Ghost Tour, and then click Heading 2 to apply this style to the selected text.

6 Click anywhere in the paragraph under The San Francisco Ghost Hunt, and then click Normal.

7 Repeat this procedure for both paragraphs under Haunted Haight Walking Tour and text under San Francisco Chinatown Ghost Tour to apply the normal style to the text.

8 Click the Save icon () on the Quick Access Toolbar.

Applying a theme

If you would like more color or style in your document, you can quickly assign a theme to create more professional-looking pages. Themes have certain color schemes, fonts, and other decorative accents to brighten up your work.

In this exercise, you will apply a theme to the document.

1 Click Page Layout, and then choose Themes. The Built-In themes are displayed.

2 Click the Austin theme. Notice that the font style changes to Century Gothic and the Heading 2 colors change to green.

3 Click Save.

Adding and positioning a graphic

Graphics add visual elements to your work. Here, you’ll see how to add a picture to this article.

1 Place your cursor before the title of the article and click Insert > Picture.

2 Navigate to the Word01lessons folder in your OfficeLessons folder.

3 Select the word0110 image and click Insert. The picture sits at the top of the page.

4 With the picture selected, click Wrap Text > Square to push the text away from the picture.

Now you’ll put a soft edge around the perimeter of the picture.

5 If it is not already selected, click the Picture Tools tab to display the picture tools.

6 In the Picture Tools tab, select Soft Edge Rectangle. Depending on your screen’s resolution, you may need to expand the Picture Styles section by clicking the More symbol () to the right of Picture Styles.

7 Choose File > Save or use the Save button found on your customized Quick Access Toolbar.

Changing background color and margins

You can apply a background color to a paragraph or to an entire page. In this exercise, you will apply a background color to the whole page.

1 Place your cursor anywhere on the page and click Page Layout > Page Color > White, Background 1, Darker 5%.

2 In the same Page Layout tab, choose Margins > Narrow.

3 Click Save. When you select a narrow margin, there may be a blank page remaining at the end of the document. If there is a blank page, you can move on to complete the following exercise.

Deleting a blank page

To delete a blank page:

1 Click View on the Ribbon.

2 In the Document Views group, click Draft.

3 Scroll down to the end of the document where you see the fine dotted line.

4 Place the cursor below the line and press Delete until the line disappears.

Inserting additional pages

In this exercise, you will insert additional pages into the document. The first page will be a cover page, followed by a page that will remain blank.

Inserting a blank page

1 From View, select Print Layout to view the document as it will appear on the printed page. Place your cursor before the title of the article.

2 Click Insert > Pages > Blank Page. The page appears in front of the article.

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  The title may shift to the left when you insert the blank page. You can correct this by placing the cursor to the left of the title and pressing Enter.

Inserting a cover page

Now you’ll select a cover page for your document.

1 Click Insert > Pages > Cover Page.

Word displays a menu with several built-in cover page options.

2 Click Sideline to select this cover page style.

3 In the Type the company name box, type Spirits USA.

4 Click Type the document title, and type Haunted Tours.

5 Click Type the document subtitle, and type Famous Ghostly Places.

6 Click anywhere in the document but outside of the text field and click the Save button located in the Quick Access Toolbar.

Adding page numbers

Next, you will add automatic page numbers to the packet. As you add additional articles or pages, the page numbers will automatically appear for each new page. As you add and delete pages, Word keeps track of the sequence and numbering of the pages.

1 Click Insert > Page Number > Bottom of Page.

2 From the Page Number menu, select Plain Number 3 to display the page number on the right-hand side in the footer of the document.

3 To exit the footer section of the pages, double click outside of the footers anywhere in the document.

Protecting the document

To keep the document from being changed, you will restrict editing to control the changes people can make.

1 Click the File tab and Word displays the File menu and detailed information about the document. You also find a list of commands you can use to manage files. Among these file management options are commands that can protect the document from unwanted editing.

2 Click File > Info > Protect Document. Word presents options for protecting the document from editing.

3 Click Restrict Editing. Word displays a sidebar to the right of the document for restricting changes and edits to the document.

4 Under Editing restrictions, click Allow only this type of editing in the document. From the drop-down menu, click Comments. This means the document cannot be modified, but comments can be added.

5 Under Start enforcement, click Yes, Start Enforcing Protection.

Word displays the Start Enforcing Protection dialog box.

6 Type a password.

7 Retype the password and click OK.

8 Click Save. Word protects the document and saves the protection.

Congratulations! You have started to see some of what Microsoft Word 2010 has to offer with this quick tour of several significant features. Throughout the book, you will learn these features in greater depth.

Self study

1 Add the following commands to the Quick Access Toolbar: Insert Picture from File, Copy, and Paste.

2 Change the theme of the document from Austin to Aspect.

3 Open the document word0102. Copy and paste the contents into a new document and apply the Heading 2 style to Haunted Tours of San Francisco and the Heading 3 style to Introduction, The San Francisco Ghost Hunt, Haunted Haight Walking Tour, and San Francisco Chinatown Ghost Tour.

Review

Questions

1 How do you apply the same heading style to three nonconsecutive headings?

2 When working with a graphic, when does the Picture Tools tab become visible?

3 What is the name of the tab that appears on the Ribbon when you select a graphic in the document?

Answers

1 Click Ctrl then select the heading text. The headings remain selected, so you can apply the style to all three headings at once.

2 A graphic has to be selected for the Picture Tools tab to be visible. Click the Picture Tools tab for the tools to be visible.

3 The Picture Tools tab appears on the Ribbon when you insert a graphic or when you have selected a graphic.

Congratulations! You have finished Word Lesson 1, “Microsoft Word 2010 Jumpstart.”